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Templates / Care homes

Admission papers, staff files and inspection evidence, from one link.

Families forget the power of attorney papers and new carers forget their certificates, so the office asks twice. Docsroom asks once, gives each person their own link and chases whoever has not replied.

8 templates80 requestsWritten for care homes

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Eight templates for care homes

Open a template to see every request in the order it is asked, and watch it written in and answered.

New resident starter checklistfor new residents and families · before admission day12 requests12 requests
New resident starter checklistMargaret Thornton · room 149 of 12 back
  • About them
  • FormResident details8 questionsAssigned to HTHelen Thornton, daughterFrom Sandrain 2 daysComplete
  • FormHealth and mobilityconditions and fallsAssigned to HTHelen Thornton, daughterFrom Sandrain 3 daysComplete
  • FormLife story and daily routinelikes, family, past workAssigned to HTHelen Thornton, daughterFrom Sandrain 3 daysReady to check
  • QuestionAllergies and food needsincluding soft or pureedAssigned to HTHelen Thornton, daughterFrom Sandrain 3 daysReady to check
  • UploadCurrent medication listfrom the GP or hospitalAssigned to HTHelen Thornton, daughterFrom Sandrain 3 daysComplete
  • Family and legal
  • TableContacts to callwho to ring, in orderAssigned to HTHelen Thornton, daughterFrom Sandrain 3 daysAwaiting reply
  • UploadHealth and welfare LPAcertified copy, if anyAssigned to HTHelen Thornton, daughterFrom Sandrain 5 daysReminder sent
  • UploadProperty and finance LPAcertified copy, if anyAssigned to HTHelen Thornton, daughterFrom Sandrain 5 daysComplete
  • UploadDNACPR or ReSPECT formonly if one is in placeAssigned to HTHelen Thornton, daughterFrom Sandrain 5 days1 file sent
  • Before they arrive
  • UploadFunding confirmationcouncil or self-fundedAssigned to HTHelen Thornton, daughterFrom Sandrain 6 days2 files sent
  • ApprovalAdmission agreementread and approveAssigned to HTHelen Thornton, daughterFrom Sandrain 7 daysComplete
  • ApprovalPhoto and sharing consentyes or noAssigned to HTHelen Thornton, daughterFrom Sandrain 7 daysAwaiting reply
Care staff starter checklistfor new care staff · before their first shift12 requests12 requests
Care staff starter checklistKasia Nowak · care assistant9 of 12 back
  • Safer recruitment
  • QuestionRight to work share codenine charactersAssigned to KNKasia Nowak, care assistantFrom Sandrain 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to KNKasia Nowak, care assistantFrom Sandrain 3 daysComplete
  • UploadEnhanced DBS certificateadults’ barred list checkAssigned to KNKasia Nowak, care assistantFrom Sandrain 4 days1 file sent
  • FormEmployment historyevery job, gaps explainedAssigned to KNKasia Nowak, care assistantFrom Sandrain 4 daysReady to check
  • FormReferee detailsyour last employer firstAssigned to KNKasia Nowak, care assistantFrom Sandrain 4 daysComplete
  • Training and health
  • UploadCare Certificateif you have itAssigned to KNKasia Nowak, care assistantFrom Sandrain 6 daysAwaiting reply
  • UploadMoving and handlingtraining certificateAssigned to KNKasia Nowak, care assistantFrom Sandrain 6 daysReminder sent
  • UploadSafeguarding adultstraining certificateAssigned to KNKasia Nowak, care assistantFrom Sandrain 6 daysComplete
  • FormHealth declaration6 questionsAssigned to KNKasia Nowak, care assistantFrom Sandrain 5 daysReady to check
  • Pay and contract
  • FormBank and tax details6 questionsAssigned to KNKasia Nowak, care assistantFrom Sandrain 5 daysReady to check
  • ApprovalEmployment contractread and approveAssigned to KNKasia Nowak, care assistantFrom Sandrain 6 daysComplete
  • DecisionPreferred shift patterndays, nights or bothAssigned to KNKasia Nowak, care assistantFrom Sandrain 6 daysAwaiting reply
Yearly staff renewalsfor all care staff · each year, before renewals fall due7 requests7 requests
Yearly staff renewalsDenise Cooper · yearly renewals5 of 7 back
  • Certificates
  • UploadSafeguarding adultsthis year’s certificateAssigned to DCDenise Cooper, care assistantFrom Sandrain 10 daysComplete
  • UploadMoving and handlingthis year’s certificateAssigned to DCDenise Cooper, care assistantFrom Sandrain 10 daysComplete
  • UploadFire safetythis year’s certificateAssigned to DCDenise Cooper, care assistantFrom Sandrain 10 days1 file sent
  • UploadInfection preventionthis year’s certificateAssigned to DCDenise Cooper, care assistantFrom Sandrain 12 days2 files sent
  • UploadMedication competenceif you give medicinesAssigned to DCDenise Cooper, care assistantFrom Sandrain 12 daysComplete
  • Your year
  • QuestionAnything changed this yearDBS, health or addressAssigned to DCDenise Cooper, care assistantFrom Sandrain 14 daysAwaiting reply
  • QuestionProfessional registrationNMC PIN, nurses onlyAssigned to DCDenise Cooper, care assistantFrom Sandrain 14 daysReminder sent
Agency worker checkfor agency carers · before each new worker starts8 requests8 requests
Agency worker checkHollins Care Staffing · new worker6 of 8 back
  • The worker
  • FormWorker details6 questionsAssigned to TRTom Ridley, agency managerFrom Sandrain 2 daysComplete
  • UploadWorker phototo match at the doorAssigned to TRTom Ridley, agency managerFrom Sandrain 2 daysComplete
  • UploadEnhanced DBS certificatecertificate or update IDAssigned to TRTom Ridley, agency managerFrom Sandrain 3 days1 file sent
  • UploadMandatory training recorddates for each courseAssigned to TRTom Ridley, agency managerFrom Sandrain 3 days2 files sent
  • QuestionRight to work checkwho checked it, and whenAssigned to TRTom Ridley, agency managerFrom Sandrain 3 daysComplete
  • Booking terms
  • ApprovalTerms of supplyread and approveAssigned to TRTom Ridley, agency managerFrom Sandrain 4 daysAwaiting reply
  • ApprovalConfidentiality agreementread and approveAssigned to TRTom Ridley, agency managerFrom Sandrain 4 daysReminder sent
  • DecisionShifts they can coverdays, nights or bothAssigned to TRTom Ridley, agency managerFrom Sandrain 4 daysComplete
Regulator evidence packfor the registered manager · each quarter, and before a visit12 requests12 requests
Regulator evidence packElm Grove Care Home · quarterly9 of 12 back
  • Registration and policies
  • UploadRegistration certificatethe current certificateAssigned to DADiane Ashworth, managerFrom Sandrain 5 daysComplete
  • UploadStatement of purposelatest versionAssigned to DADiane Ashworth, managerFrom Sandrain 5 daysComplete
  • UploadSafeguarding adults policywith its review dateAssigned to DADiane Ashworth, managerFrom Sandrain 7 days1 file sent
  • QuestionComplaints this quarterhow many, and outcomesAssigned to DADiane Ashworth, managerFrom Sandrain 7 daysReady to check
  • QuestionNotifications sentto the regulator, and whyAssigned to DADiane Ashworth, managerFrom Sandrain 7 daysComplete
  • Care quality evidence
  • UploadTraining matrixthe latest matrixAssigned to DADiane Ashworth, managerFrom Sandrain 8 daysAwaiting reply
  • UploadMedication auditlatest monthly auditAssigned to DADiane Ashworth, managerFrom Sandrain 8 daysReminder sent
  • UploadInfection control auditlatest auditAssigned to DADiane Ashworth, managerFrom Sandrain 8 daysComplete
  • QuestionFalls and incidentshow many, and actionsAssigned to DADiane Ashworth, managerFrom Sandrain 10 daysReady to check
  • Leadership
  • UploadSupervisions and appraisalsplanner with next datesAssigned to DADiane Ashworth, managerFrom Sandrain 12 days2 files sent
  • FormManager’s report8 questionsAssigned to DADiane Ashworth, managerFrom Sandrain 12 daysComplete
  • ApprovalImprovement planread and approveAssigned to DADiane Ashworth, managerFrom Sandrain 14 daysAwaiting reply
Supplier and contractor setupfor suppliers and contractors · before the first order or visit8 requests8 requests
Supplier and contractor setupFenwick Food Supplies · new supplier6 of 8 back
  • Their details
  • FormSupplier details6 questionsAssigned to IHImran Hussain, sales repFrom Sandrain 3 daysComplete
  • UploadBusiness insurancecurrent certificateAssigned to IHImran Hussain, sales repFrom Sandrain 4 daysComplete
  • QuestionDelivery daysand cut-off timeAssigned to IHImran Hussain, sales repFrom Sandrain 4 daysReady to check
  • Safety and site rules
  • UploadSafety data sheetsfor each productAssigned to IHImran Hussain, sales repFrom Sandrain 7 days2 files sent
  • UploadAllergen informationfor every productAssigned to IHImran Hussain, sales repFrom Sandrain 7 daysComplete
  • QuestionVisiting staff and DBSwho visits, checks heldAssigned to IHImran Hussain, sales repFrom Sandrain 7 daysAwaiting reply
  • ApprovalSite rules for visitorsread and approveAssigned to IHImran Hussain, sales repFrom Sandrain 8 daysReminder sent
  • ApprovalTrade termsread and approveAssigned to IHImran Hussain, sales repFrom Sandrain 8 daysComplete
Building safety and insurancefor the home · each year, before renewal12 requests12 requests
Building safety and insuranceElm Grove Care Home · yearly pack9 of 12 back
  • Insurance
  • UploadEmployer’s liabilitycurrent certificateAssigned to KRKen Rowley, maintenance leadFrom Sandrain 7 daysComplete
  • UploadPublic liability insurancecurrent certificateAssigned to KRKen Rowley, maintenance leadFrom Sandrain 7 daysComplete
  • UploadBuildings and contentsschedule pageAssigned to KRKen Rowley, maintenance leadFrom Sandrain 8 days1 file sent
  • Building safety
  • UploadFire risk assessmentsigned and datedAssigned to KRKen Rowley, maintenance leadFrom Sandrain 10 days2 files sent
  • UploadFire alarm servicelatest visit reportAssigned to KRKen Rowley, maintenance leadFrom Sandrain 10 daysComplete
  • UploadGas safety certificatecurrent certificateAssigned to KRKen Rowley, maintenance leadFrom Sandrain 10 daysAwaiting reply
  • UploadElectrical safety reportthe latest EICRAssigned to KRKen Rowley, maintenance leadFrom Sandrain 12 daysReminder sent
  • UploadLegionella risk assessmentwith temperature logAssigned to KRKen Rowley, maintenance leadFrom Sandrain 12 daysComplete
  • Equipment and kitchen
  • UploadHoist and lift servicingLOLER certificatesAssigned to KRKen Rowley, maintenance leadFrom Sandrain 12 days1 file sent
  • UploadBed and mattress checksthe latest audit sheetAssigned to KRKen Rowley, maintenance leadFrom Sandrain 14 days2 files sent
  • UploadFood hygiene ratinglatest visitAssigned to KRKen Rowley, maintenance leadFrom Sandrain 14 daysComplete
  • ApprovalHealth and safety policyread and approveAssigned to KRKen Rowley, maintenance leadFrom Sandrain 14 daysAwaiting reply

Written for care homes. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

Families answer from their own phone

Each relative gets their own link. There is no account or password, so power of attorney papers arrive without a chain of emails.

Staff files fill up in one place

DBS certificates, references and training records for each new carer come back together, each with the date it arrived.

You can see what came in and when

Every certificate and audit is kept with the date it arrived, so you can find it quickly when someone asks to see it.

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